Overview At KPMG, you’ll join a team of diverse and dedicated problem solvers, connected by a common cause: turning insight into opportunity for clients and communities around the world. The Client Administration function is a vital part of the firm’s Business Enablement Services and is focused on achieving client service excellence by delivering timely, high quality products, and encouraging an environment that increases both the staff and client experience. KPMG is looking for an Administrative Assistant who can provide support on a range of activities: Maximize the value of Partners time by proactively identifying and taking accountability for all administrative matters Understand business needs, manage service delivery, mitigate issues, and bring solutions Understand KPMG business processes and proprietary systems in order to execute, or effectively delegate, work Operate with a large degree of autonomy and independently complete high quality work to meet established goals Handle highly sensitive and confidential information requiring a high level of discretion Provide support to Partners / Engagement Teams by coordinating and managing internal Risk Management workflows/approvals required during the client/engagement acceptance process on behalf of the Engagement Team Provides support to Partner / Engagement Teams by initiating, preparing and issuing billings to the firm’s clients to ensure all services are billed on a timely basis and that the investment in client work in progress is kept to a minimum What you will do Client Relationships - Ensures all client communications are responded to in a timely fashion. Independently actions on routine enquiries and escalates complex client enquiries to appropriate parties based on knowledge of practice/structure and work process. Professionally interacts with clients as directed Inbox Management - Monitors Partner’s email inbox (optional- as directed by Partner). Flags and prioritizes based on urgency and subject matter Calendar Management – Pro-actively looking ahead and Manage Partner’s calendar/schedule, maximizing the best use of their time by managing requests and commitments through sorting, filtering and prioritizing requests, while ensuring deadlines are met. Proactively and independently identifies, resolves, and manages calendar conflicts Marketing – Works with marketing team assisting where required; email distribution, client event communications. Manages Partner’s contacts, opportunities, and compliance with Canadian Anti-Spam Legislation ensuring they are current. May manage or support proposal process in collaboration with marketing resources. (needs to have thresholds for Marketing support for proposals) Communication – Creates, reviews, and distributes various communications for Partners. Handles routine communications on behalf of Partners and reports on actions taken Reporting – Manages regular and ad hoc reports as requested Document preparation - Assists Partners with coordinating, creating, preparing, editing, and proofreading all standard and non-standard documents, reports, presentations, and correspondence using MS Office suite Meeting support – Attends internal meetings as requested by Partners, takes meeting minutes, and summarizes action items. Follows-up on action items following the meeting Travel Management – Handles complex travel arrangements and reservations as required, both domestic and international, including handling business visas and other explanation, clarification, and diplomacy Meeting Management – Coordinates and manages the scheduling of client meetings, leadership meetings, and events (conference calls, video conferences, in person, etc.). Plan and organize meetings and events as required including logistics/securing meeting space, catering, and document prep. Expense/Time reporting – Completes, reconciles, and ensures timely submission of time and expense reports for the Partner. Provides backup support to other administrative assistants as needed. Key Responsibilities Related to Risk Management Ensure Entity and Opportunity information received by the Partner / Engagement Team is correct, and proactively follow up with the Engagement Team for missing information and for clarifications Create new Entity and/or Opportunity records in CRM database Act as a subject matter expert for KPMG’s internal risk management process Ensure required risk management / compliance information is received by the Engagement Team, and proactively follow up with the Engagement Team for missing information Process and submit queries in KPMGs’ proprietary system which facilitates compliance with Firm and Regulatory policies, follow up on outstanding approvals and investigate discrepancies Process and submit Client Acceptance/ Engagement Acceptance and Continuance requests, follow up on outstanding approvals and investigate discrepancies. Main point of contact for the Partner/Engagement Team’s queries on internal risk management requests Ensure mitigation requirements (i.e. ethical dividers, disclosures, consent, conflict letters) are known and provided to the Engagement Team to action/follow through Engage with KPMG’s Risk Management Centre of Excellence to keep up to date with new policy or procedural changes, problem solve and provide insight on trends being brought through the Delivery Centre Proactively engage in interactions in a professional manner with a one team mentality to achieve turnaround targets to ensure a high service level Key Responsibilities Related to Billings Review engagement letters to identify billing schedule, terms, etc. Regularly review engagements with engagement Partner to determine those to be billed and determine if ERP changes or closeouts are required Forward ERP changes and closeouts to the Processing Centre Draft bills for review by the engagement Partner Finalize and approve bills within IBS for Partners that have delegated this task to the PAA Track all bills sent for review or approval to ensure reasonable turnaround time Process bill adjustments (credit notes and bill reversals) based on consultations with or instructions from the engagement Partner Act as the main contact for Partners and client service staff on all billing-related matters Using HANA; preparation of various engagement related reports as requested from Partners and client service staff What you bring to the role Minimum 5 years administration experience Good judgment and analytical skills Excellent written and communication skills Ability to work independently Advanced skills with MS Office Products. In particular, Outlook, Excel, and PowerPoint etc Providing you with the support you need to be at your best Our Values, The KPMG Way Integrity, we do what is right | Excellence, we never stop learning and improving | Courage, we think and act boldly | Together, we respect each other and draw strength from our differences | For Better, we do what matters KPMG in Canada is a proud equal opportunities employer and we are committed to creating a respectful, inclusive and barrier-free workplace that allows all of our people to reach their full potential. A diverse workforce is key to our success and we believe in bringing your whole self to work. We welcome all qualified candidates to apply and hope you will choose KPMG in Canada as your employer of choice. Adjustments and accommodations throughout the recruitment process At KPMG, we are committed to fostering an inclusive recruitment process where all candidates can be themselves and excel. We aim to provide a positive experience and are prepared to offer adjustments or accommodations to help you perform at your best. Adjustments (informal requests), such as extra preparation time or the option for micro breaks during interviews, and accommodations (formal requests), such as accessible communication supports or technology aids, are tailored to individual needs and role requirements. You will have an opportunity to request an adjustment or accommodation at any point throughout the recruitment process. If you require support, please contact KPMG’s Employee Relations Service team by calling 1-888-466-4778.